Volunteer Management System for Medical Reserve Corps (MRC)

Department of Buildings and General Services Agency of Administration
Office of Purchasing & Contracting
133 State Street, 5th Floor | Montpelier VT 05633-8000
802-828-2211 phone |802-828-2222 fax
http://bgs.vermont.gov/purchasing
SEALED BID
REQUEST FOR PROPOSAL
Volunteer Management System for Medical Reserve
Corps (MRC)
ISSUE DATE April 9, 2026
QUESTIONS DUE April 23, 2026 - 4:30 PM (ET)
RFP RESPONSES DUE BY May 5, 2026 - 4:30 PM (ET)
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED
WITH THIS RFP WILL BE POSTED AT:
http://www.bgs.state.vt.us/pca/bids/bids.php
THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED
INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE
ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS
ASSOCIATED WITH THIS RFP.
STATE CONTACT: Kyle Emerson
E-MAIL: sov.thepathforward@vermont.gov
USE SUBJECT: VOLUNTEER MANAGEMENT SYSTEM FOR MRC
1

1. OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Vermont Department of
Health (hereinafter the "State") is seeking to establish contracts with one or more companies that can
provide a method for statewide public health volunteer management and mobilization per Public Health
Emergency Preparedness (https://www.cdc.gov/readiness/php/phep/index.html) and Hospital
Preparedness Program (https://aspr.hhs.gov/HealthCareReadiness/HPP/Pages/default.aspx) grant
funding recommendations. For this, a software solution meeting Emergency System for the Advanced
Registration of Volunteers (ESAR-VHP) (https://aspr.hhs.gov/ESAR-VHP/Pages/default.aspxcriteria) is
endorsed. The system needs to be capable of volunteer demographic tracking, medical credential
verification, multimodal alerting, and training coordination. The ability to capture unique identifiers for
volunteers and store photographs for badging is also required, and compatibility with existing badge
printers (MagiCard 300) and a templated badging component is desirable. The system will be used by all
Medical Reserve Corps (MRC) volunteers and select other partners in the state to organize their efforts
and mobilize for public health emergency responses.
1.2. CONTRACT PERIOD: Any Contract(s) arising from this RFP will be for a period of implementation plus
five years. The State anticipates the start date for such contract(s) will be January 1, 2027.
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing
to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other
individual from the State concerning this RFP is strictly prohibited and may result in disqualification.
1.4. BIDDERS' CONFERENCE: A bidders' conference will not be held.
1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP or
wishing to comment on any requirement of the RFP must submit specific questions in writing no later than
the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the point
of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last
day of the question period are thereafter waived. At the close of the question period a copy of all
questions or comments and the State's responses will be posted on the State's web site
http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort will be made to post this information as soon as
possible after the question period ends, contingent on the number and complexity of the questions. All
information provided by vendors during this process will be public and bidders shall not provide
confidential information, except as described in 4.1 below.
1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the
issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .
Modifications from any other source are not to be considered.
1.7. SOURCE OF FUNDS:
This project is being funded in whole or in part using federal monies. If a bidder requires assistance in
preparing their proposal or needs guidance on socioeconomic certifications, the bidder may contact the VT
APEX Accelerator. The APEX Accelerator specializes in helping small businesses navigate the
documentation associated with State and Federal procurement. Their website is: http://apex.vermont.gov.
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
2.1. The State of Vermont is interested in obtaining bids to meet the following business need(s):
* Volunteer registration and management:
Enable individuals to apply to be State-verified volunteers for activation to emergency response
o
scenarios
Enable State staff to manage, organize, and communicate with volunteers by region, credential,
o
classification, etc
Enable State staff to maintain HIPAA-compliant personnel records of volunteers including but not
o
limited to professional certifications, trainings, self-reported vaccination status, etc
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* Volunteer license verification via third-party integration: Automatically verify volunteer credentials with
external systems, including at a minimum - Vermont Emergency Medical Services, Vermont Medical Board,
Vermont Office of Professional Regulation
* Mass mobilization and alerting of volunteers using a minimum of email, phone, and text
* Schedule opportunities / activities that volunteers can sign up for
* Print volunteer identification badges for use when activated
* Track volunteer hours for reporting purposes
2.2. The State of Vermont seeks to achieve the following Business Value(s):
2.2.1. Customer Service Improvement: The new solution will provide improved services to volunteers who
in turn serve Vermonters.
2.2.2. Risk Reduction: The new solution will help the State mitigate risk in emergency situations
2.2.3. Compliance: The new solution ensures continued compliance with State or Federal regulations
2.3. Functional and Non-Functional Requirements
2.3.1. The State's Functional and Non-Functional Requirements are provided in the attached State of
Vermont Bidder Response Form.
3. GENERAL REQUIREMENTS:
3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that
Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment
pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be
honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless
otherwise requested by the State.
3.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by
Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of
materials and/or services required.
3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive
bidding process with another state and/or cooperative are welcome to submit the pricing in response
to this solicitation.
3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the
Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and
performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain
clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to
respond to a request for additional information or clarification could result in rejection of that bidder's
proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the
right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive
technicalities in submissions. The State also reserves the right to make purchases outside of the awarded
contracts where it is deemed in the best interest of the State.
3.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final
selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a
BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum
qualification requirements and/or have not been eliminated from consideration during the evaluation
process.
3.2.2. Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it
will help the State's evaluation process. The State will factor information presented during
presentations into the evaluation. Bidders will be responsible for all costs associated with providing
the presentation.
3.3. CONFLICTS OF INTEREST:
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3.3.1. Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a business entity has
interests (for example, customers, partners, contracts) that could undermine, or reasonably be
perceived to undermine, its faithful and unbiased performance of a contract with the State that may
result from this solicitation.
3.3.2. Personal Conflict of Interest (PCOI): A PCOI arises when an interest held by an individual, agent or
employee of a bidder could undermine, or reasonably be perceived to undermine, its faithful and
unbiased performance of a contract with the State that may result from this solicitation.
3.3.3. Requirements: The State does not seek to contract with any individual or business entity having a
conflict of interest which cannot be mitigated to the State's satisfaction. To ensure the State's
awareness of actual, potential, or reasonably perceived PCOIs and OCOIs, bidders shall:
a) Prior to submitting a proposal, conduct an internal review of its current affiliations and activities and
identify actual, potential, or reasonably perceived PCOIs or OCOIs relative to a contract with the
State that may result from this solicitation.
b) Disclose in your proposal any actual or potential PCOI or OCOI or the existence of any facts that
may cause a reasonably prudent person to perceive a PCOI or OCOI with respect to a contract
with the State that may result from this solicitation. Disclose, also, any actions proposed to mitigate
the PCOI or OCOI.
3.3.4. The State shall have sole discretion to determine whether a PCOI or OCOI can be mitigated to the
State's satisfaction and may discuss the conflict with the bidder if and to the extent the State deems
discussion necessary to its determination. The State reserves the right to (a) reject from further
consideration any proposal having a PCOI or OCIO that cannot be mitigated to the State's full
satisfaction and (b) terminate a contract upon discovery that a contractor failed to disclose facts
pertaining to a PCOI or OCOI in its proposal, or otherwise misrepresented relevant information to the
State.
3.4. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The
Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following
provisions and requirements.
3.4.1. Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate
section in the attached Certificate of Compliance for purposes of self-reporting information relating to
past violations, convictions, suspensions, and any other information related to past performance
relative to coding and classification of workers. The State is requiring information on any violations
that occurred in the previous 12 months.
3.4.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that
upon award of contract, and prior to contract execution, the State shall be provided with a list of all
proposed subcontractors and subcontractors' subcontractors, together with the identity of those
subcontractors' workers compensation insurance providers, and additional required or requested
information, as applicable, in accordance with Section 32 of The Vermont Recovery and
Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing
supplies only and no labor to the overall contract or project. This list MUST be updated and provided
to the State as additional subcontractors are hired. A sample form is available online at
http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not
required to be submitted with the bid response.
3.5. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:
For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change
Considerations in State Procurements Certification, which is included in the Certificate of Compliance for
this RFP.
After consideration of all relevant factors, a bidder that demonstrates business practices that promote
clean energy and address climate change as identified in the Certification, shall be given favorable
consideration in the competitive bidding process. Such favorable consideration shall be consistent with
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and not supersede any preference given to resident bidders of the State and/or products raised or
manufactured in the State, as explained in the Method of Award section. But, such favorable
consideration shall not be employed if prohibited by law or other relevant authority or agreement.
3.6. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one or
more contracts and reserves the right to make additional awards to other compliant bidders at any time if
such award is deemed to be in the best interest of the State.
3.6.1. Evaluation Criteria: Consideration shall be given to the Bidder's project approach and methodology,
qualifications and experience, ability to provide the services within the defined timeline, cost, and/or
success in completing similar projects, as applicable, and to the extent specified below.
Evaluation Criteria Weight
Cost 30
System satisfies all Functional Requirements as articulated in 30
the attached Bidder Response Form
Response time for product support in emergencies and non- 20
emergencies
System Training/Guidance 15
Vendor Profile: Capability, Capacity, and Qualifications 5
Total Points 100
3.7. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or
more bidders with which to negotiate a contract, based on the evaluation findings and other criteria
deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State
is not successful in negotiating a contract with a selected bidder, the State reserves the option of
negotiating with another bidder, or to end the proposal process entirely.
3.8. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the preparation
of a response to this RFP and shall be responsible for all expenses associated with any presentations or
demonstrations associated with this request and/or any proposals made.
3.9. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including
the Standard Contract Form, Attachment C and Attachment D as attached to this RFP for reference.
3.10. Business Registration. To be awarded a contract by the State of Vermont a bidder (except an individual
doing business in his/her own name) must be registered with the Vermont Secretary of State's office
https://sos.vermont.gov/corporations/registration/and must obtain a Contractor's Business Account Number
issued by the Vermont Department of Taxes http://tax.vermont.gov/ .
3.10.1. The contract will obligate the bidder to provide the services and/or products identified in its bid, at
the prices listed.
3.11. Payment Terms. Percentage discounts may be offered for prompt payments of invoices; however, such
discounts must be in effect for a period of 30 days or more in order to be considered in making awards.
3.12. Quality. If applicable, all products provided under a contract with the State will be new and unused, unless
otherwise stated. Factory seconds or remanufactured products will not be accepted unless specifically
requested by the purchasing agency. All products provided by the contractor must meet all federal, state,
and local standards for quality and safety requirements. Products not meeting these standards will be
deemed unacceptable and returned to the contractor for credit at no charge to the State.
3.13. DEMONSTRATION: An in-person or webinar demonstration by the Bidder may be required by the State if
it will help the State's evaluation process. The State will factor information presented during
demonstrations into the evaluation. Bidder will be responsible for all costs associated with the providing
the demonstration.
3.14. INDEPENDENT REVIEW: Certain State information technology projects require independent expert
review as described under 3 V.S.A. 3303(d). Such review, if applicable, will inform the State's decision to
award any contract(s) resulting from this RFP.
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4. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are the
minimum requirements for State evaluation. These requirements are not intended to limit the content of a
Bidder's proposal. Bidders may include additional information or offer alternative solutions for the State's
consideration. However, the State discourages overly lengthy and costly proposals, and Bidders are advised to
include only such information in their response as may be relevant to the requirements of this solicitation.
4.1. Unsolicited Bidder-Confidential Information Prohibited. Bidders are hereby expressly directed not to
include any confidential information in their proposal submissions, except as specifically permitted below.
By submitting a proposal in response to this RFP, vendors acknowledge and agree to abide by the terms
and conditions outlined in this document, including the prohibition on submitting confidential information.
This prohibition reduces the burden on the State while preventing vendor-confidential information from
entering the public record.
4.2. Disclosure under Public Records Act. All information received by the State in response to this
solicitation will become part of the contract file and subject to public disclosure in accordance with the
State's Public Records Act, 1 V.S.A. 315 et seq. The State may also choose to publicly post responses
to this solicitation and the resulting agreement(s), following conclusion of this procurement process.
4.3. Unsolicited Confidential Materials. This RFP does not solicit bidder confidential information and bidders
are expressly prohibited from providing confidential information in response to this RFP. All materials
furnished by bidders in response to this RFP, including those marked as confidential by bidders, are
subject to disclosure if requested under the Public Records Act, or public posting.
4.4. State Not Responsible for Disclosure of Unmarked Bidder-Confidential Information. It is the
sole responsibility of the bidder to ensure that, other than where specifically directed or permitted by this
RFP and accordingly marked as described below, no information that should not be publicly disclosed is
included in their proposal materials, including any 1) trade secrets or intellectual property, 2) proprietary
financial or business information, 3) personal information, or 4) any other information that should not be
disclosed to the public. For example, bidders should avoid including specific details of their proprietary
technologies or methodologies that they consider confidential, and any references to previous client
engagements should be presented in a manner that does not disclose the client's confidential information.
4.5. The bid should include a Cover Letter and Technical Response and Price Schedule.
4.6. COVER LETTER:
4.6.1. Exceptions to Contract Terms and Conditions. Bidders are expected to accept State terms,
conditions, and templates as set forth in the sample contract attached to this RFP. By submitting a
proposal in response to this RFP, bidders are confirming their concurrence unless, and then only to
the extent bidder proposes exceptions in the Bidders Response Form attached to this RFP (if one is
used) or otherwise in the cover letter to bidder's proposal. However, the State is not bound to accept
any exceptions and taking such exceptions may cause a proposal to be not in the best interests of the
State. If exceptions are not noted in the response to this RFP but raised during contract negotiations,
the State reserves the right to cancel the negotiation if deemed to be in the best interests of the State.
4.7. TECHNICAL RESPONSE. In response to this RFP, a bidder shall:
4.7.1. Provide details concerning your form of business organization, company size and resources.
4.7.2. Describe your capabilities and particular experience relevant to the RFP requirements.
4.7.3. If you have experience working with the State of Vermont, identify all current or past State projects.
Provide the name of the Vermont department or agency and the project title or a brief description of
the work. Do not include references or statements from State of Vermont agencies or employees.
4.7.4. Identify the names of all subcontractors you intend to use, the portions of the work the subcontractors
will perform, and address the background and experience of the subcontractor(s), in response to the
questions described above in this section.
4.8. REFERENCES. Provide the names, addresses, and phone numbers of at least three companies with
whom you have transacted similar business in the last 12 months. You must include contact names who
can talk knowledgeably about performance. Do not list a State of Vermont agency or employee as a
reference.
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4.9. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be applicable
to the Detailed Requirements of this RFP.
4.10. PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule attached to the
RFP.
4.11. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the response
for the proposal to be considered valid.
4.12. STATE OF VERMONT BIDDER RESPONSE FORM: This form must be completed and submitted as part
of the response for the proposal to be considered valid. The State of Vermont Bidder Response Form
provides a standard format and content for bidder proposals. When required, this form will prompt Bidders
to supply the information required in the above RFP sections 4.4 through 4.8. Note: In addition to
completing the State of Vermont Bidder Response Form, Bidders are required to provide the specific
attachments that are described within the Bidder Response Form.
5. SUBMISSION INSTRUCTIONS:
5.1. CLOSING DATE: Bids must be received by the State by the due date specified on the front page of this
RFP. Late bids will not be considered.
5.1.1. The State may, for cause, issue an addendum to change the date and/or time when bids are due. If a
change is made, the State will inform all bidders by posting at the webpage indicated on the front
page of this RFP.
5.1.2. There will not be a public bid opening. However, the State will record the name, city and state for any
and all bids received by the due date.
5.2. ELECTRONIC BIDS ONLY: All bids under this RFP must be submitted electronically in accordance with
the submission requirements herein. Electronic bids will be accepted via email submission to
SOV.ThePathForward@vermont.gov. The subject line of the email submission must reference the Project
Title as indicated on the front page of this RFP. USE SUBJECT: VOLUNTEER MANAGEMENT SYSTEM
FOR MRC
5.2.1. Bids must consist of a single email with a single, digitally searchable PDF attachment containing all
components of the bid. Multiple emails and/or multiple attachments will not be accepted.
5.2.2. There is an attachment size limit of 40 MB. It is the Bidder's responsibility to compress the PDF file
containing its bid if necessary in order to meet this size limitation. It is also the Bidder's responsibility
to ensure that their own email system can send and receive messages up to this size.
6. BID SUBMISSION CHECKLIST: Prior to issuing your RFP, confirm that the below checklist matches
submission requirements; modify accordingly.
Cover Letter
State of Vermont Bidder Response Form and Attachments
Technical Response (included in Bidder Response Form)
o
References (included in Bidder Response Form)
o
Price Schedule (included in Bidder Response Form)
o
Certificate of Compliance
o
7. ATTACHMENTS:
7.1. Subcontractor Reporting Form
7.2. State of Vermont Bidder Response Form
7.3. Standard State Contract with its associated attachments, including but not limited to, Attachment C:
Standard State Provisions for Contracts and Grants (October 1, 2024)
7.4. State of Vermont - Federal Terms Supplement - Non-Construction (December 30, 2024)
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RFP/PROJECT:
DATE:
SUBCONTRACTOR REPORTING FORM
This form must be completed in its entirety and submitted prior to contract execution and updated as
necessary and provided to the State as additional subcontractors are hired.
The Department of Buildings and General Services in accordance with Act 54, Section 32 of the Acts of 2009 and for
total project costs exceeding $250,000.00 requires bidders to comply with the following provisions and requirements.
Contractor is required to provide a list of subcontractors on the job along with lists of subcontractor's subcontractors
and by whom those subcontractors are insured for workers' compensation purposes. Include additional pages if
necessary. This is not a requirement for subcontractor's providing supplies only and no labor to the overall contract
or project.
Subcontractor Insured By Subcontractor's Sub Insured By
Date:
Name of Company: Contact Name:
Address: Title:
Phone Number:
E-mail: Fax Number:
By: Name:
Failure to adhere to Act 54, Section 32 of the Acts of 2009 and submit Subcontractor Reporting: Worker
Classification Compliance Requirement will constitute non-compliance and may result in cancellation of contract
and/or forfeiture of future bidding privileges until resolved.
Send Completed Form to: State Contracting Entity
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State of Vermont Bidder Response Form
State of Vermont Bidder Response Form
Request for Proposal Name: Volunteer Management System for Medical Reserve Corps
(MRC)
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Vendor Instructions:
Provide the information requested in this form and submit it to the State of Vermont as part of your Request for Proposal
(RFP) response. All answers must be provided within the form unless otherwise specified.
Important: This form must be completed and submitted in response to this RFP for your
proposal to be considered valid. The submission must also include the six (6) additional
artifacts requested within this form (denoted by underlined green font).
See the RFP for full instructions for submitting a bid. Bids must be received by the due date and at the location
specified on the cover page of the RFP.
Direct any questions you have concerning this form or the RFP to:
Kyle Emerson, State Purchasing Agent
State of Vermont
Office of Purchasing & Contracting
E-mail Address: SOV.ThePathForward@vermont.gov
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